Request For Proposals Are Invited For Csos Financial Study And Establishing A Basic Financial System

Request For Proposals Are Invited For Csos Financial Study And Establishing A Basic Financial System Dear Sir Madam The Swedish Committee For Afghanistan Kabul Management Office Hereinafter Called The Sca Invites You To Submit Your Quotation For Csos Financial Study And Establishing A Simple Financial System Hereinafter Called The Service Of Sca Partner Organizations In 2019 As Specified In The Request For Proposal And Attachments Hereto Hereinafter Called The Rfp Documents Tender Instructions1 You Must Submit Your Technical And Financial Proposal For All Service In Respect To This Rfp 2 Your Quotation Shall Be Addressed And Submitted At The Below Specified Address Or Email Address No Later Than 30Th May 2019 Swedish Committee For AfghanistanJalalabad Main Road Paktia KotPo Box 5017Kabul AfghanistanAttn Procurement Unit Administration Department Manager Email Bids Sca Org Af3 Any Quotation Received By The Sca After The Deadline Will Be Rejected 4 Your Quotation And All Correspondence Shall Be Made In The English Language 5 Your Quotation Shall Be According To These Instructions A It Shall Contain The Completed Forms In Sections 2 And 3 Failure To Complete These Forms May Result To Rejection Of Your QuotationB All Prices Quoted Shall Be Made On The Terms Specified In The Rfp DocumentsC All Prices Shall Be Quoted In DollarsD All Prices Shall Be Quoted Including Taxes Ref Article 72 Of Afghanistan Tax Law International Companies 7 E Your Quotation Shall Be Valid For A Period Of 30 Days Past Deadline For Receipt Of QuotationF Your Quotation Shall Bear The Rfp Reference Number And Title Indicated Above6 Sca Will Examine The Received Quotations To Determine Its Completeness And Whether There AreComputational Or Arithmetical Errors Whether Documents Are Properly Signed And Whether TheQuotations Are General In Order Arithmetical Errors Will Be Rectified As Follows A If There Is A Discrepancy Between The Unit Price And The Line Item Total The Unit Price ShallPrevail And The Line Item Total Shall Be Corrected Unless There Is An Obvious Misplacement OfThe Decimal Point In The Unit Price In Which Case The Line Item Total As Quoted Shall GovernAnd The Unit Price Shall Be Corrected B If There Is An Error In A Total Corresponding To The Addition Or Subtraction Of Subtotals TheSubtotal Shall Prevail And The Total Shall Be Corrected 7 Prior To The Price Evaluation Sca Will Determine The Substantial Responsiveness Of EachQuotation A Substantially Responsive Quotation Is One Which Conforms To All The Terms AndConditions Of The Rfp Documents Without Material Deviations Deviations From Or Objections OrReservations To Critical Provisions Will Be Deemed To Be Material Deviation The Sca May WaiveAny Minor Informality Or Irregularity In A Quotation Which Does Not Constitute A MaterialDeviation Reservation Or Omission 8 During Evaluation Of The Quotations The Sca At Its Discretion May Ask You For A Clarification OfYour Quotation The Request For Clarification And The Response Shall Be In Writing And No ChangeIn The Prices Or Substance Of The Quotation Shall Be Sought Offered Or Permitted Failure ToRespond Timely To A Request For Clarification May Result In The Rejection Of Your Quotation 9 If A Quotation Is Not Substantially Responsive It Will Be Rejected By The Sca And May NotSubsequently Be Made Responsive By Correction Of The Nonconformity 10 The Sca Shall Compare All Substantially Responsive Quotations To Determine The QuotationContaining The Best Quality And Cost 11 Award Will Be Made To The Company Whose Quotation Is Determined Substantially Responsive ToThe Requirements Of The Sca And Whose Quotation Contains The Best Evaluated Price Based OnQuality And Cost Selection 12 The Sca Reserves The Right To Accept Or Reject Any Quotation And To Annul In Whole Or In Part OrTo Suspend The Process And Reject All Quotations At Any Time Prior To The Award Without TherebyIncurring Any Liability To The Affected Company Or Companies Or Any Obligation To Inform TheAffected Company Or Companies Of The Reasons For The ScaS Action 13 Nothing In Or Relating To This Rfp Shall Be Deemed A Waiver Expressed Or Implied Of Any Of ThePrivileges And Immunities Of The Sca 14 Please Note That The Sca Will Notify Unsuccessful Companies 15 Please Address All Your Queries Or Questions In Writing At The Address Given Below And KindlyRefrain From Any Telephone Calls Or Personal Visits Swedish Committee For Afghanistan Kabul Management OfficeEmail Bids Sca Org AfRequirements Of The Company 1 Valid Certificate Of Business Registration2 Company Bank Account3 Local Firms Must Have Tax Identification Number Tin Proof Of The Above Must Be Provided Along With Quotation Otherwise The Offer MayDisqualified Terms Of Reference For Csos Existing Financial PracticesStudy And Basic Computer Based Financial System1 IntroductionSwedish Committee For Afghanistan Sca Is A Membership Based Non GovernmentalOrganisation Working In Afghanistan Since 1980 ScaS Vision Is An IndependentAfghanistan In Peace Where Human Rights Are Respected Rural Communities Are Empowered And All Afghans Have The Right And Opportunity To Democratic Participation In The GovernanceOf Their Country The Work Encompasses Programmes For Education Health Support To Persons WithDisabilities And Rural Development There Are Also Support Units For All Programme ActivitiesRelating To Civil Society Human Rights Gender Communication And Advocacy ScaS MainTarget Group Is The Rural Population Specifically Women And Girls And People With Disability ScaS Operations Include Capacity Development Advocacy And Service Delivery The WorkIs Always Conducted In Close Cooperation With The Local Population The Management OfficeIs Situated In Kabul While Operations Are Carried Out In 14 Provinces From 5 RegionalManagement Offices Rmos And 2 Liaison Offices Los 2 Background Information And RationaleSca Assists Several Civil Society Organizations And Community Based Organizations InProvincial Level In The Areas Of Organizational Development Capacity Development AndAdvocacy These Organizations Are Disabled People Organizations Dpos And TeacherElected Councils Tecs Most Of These Civil Society Organizations Practice Managing TheirFinancial Resources Manually Using Paper And Pen While A Number Csos Hold BasicComputer Based Financial Systems Mostly Using Ms Excel This Has Caused Majority OfThese Organizations To Face Problems In Generating Financial Plans And Reports As Needed ByThe Donors In 2017 After Suspending Grants For The Cso Partners For A Year Sca Conducted PartnersCapacity Re Assessments As Part Of A Strategy To Decide On The Funding Of Its Granted Partners The Overall Purpose Of The Re Assessment Was To Find Out Where The Partners Stand In TermsOf Their Capacity To Manage Sca Grants The Focus Of The Capacity Re Assessment Was OnOrganizational And Financial Capacities Of Partners The Assessment Reports Identified Common Capacity Gaps Of Those Re Assessed 1 Organization Capacity Fund Raising Human Rresource And Code Of Conduct 2 FinancialCapacity Budget Process Financial System Internal Control And Reporting Process Based On The Re Assessment Each Partner Was Categorized As High Risk Medium Risk And NoRisk The Sca Team With The Partners Developed A Capacity Development Plan That CoveredThe Capacity Gap Areas The Present Tor Focuses On Developing A Basic Computer BasedFinancial System Whichever Is Applicable And Suitable To The Nature Of Sca Cso Partners 3 Objectives Of The StudyThe Purpose Of The Study Is To Identify The Current Cso Partners Financial ManagementPractices And The Associated Challenges They Face While Managing Their Financial Resources Based On This Understanding Build On What Works And Recommend Applicable Measures ForStrengthening Their Financial System Sca And Cso Partners Together Develop A BetterFinancial Management Control Accountability And Transparency As Well As Accurate SmoothAnd Effective Flow Of Information Specifically The Objectives Of The Study Are Presented AsFollows Study Existing Practices And Identify What Works To Meet Basic Financial ManagementRequirements And The Challenges Of The Csos Financial Management System Building On What Works Identify New Processes Components And Tools To Address TheChallenges In The Current Financial Management Practices Analyze And Design The Key Control Functions And Financial Management Procedures ToMitigate Potential Financial Management Risks Once Agreed Develop A Simple Unified Basic Computer Based Financial System For TheCsos With Recommended Basic Computer Applications Which Is Applicable And Practical Once Agreed Orient Ccu And Cdmu Coordinators In The Developed Simple ComputerBased Financial System4 Scope Of The StudyA Financial Management Information System Fmis Plays An Important Role In TheSuccessful Implementation Of Granted Project Resources By Enabling Project Control AndReducing Project Financial Risks By Improving Budget Absorption Accountability Transparency And Control Over Financial Activities And Achieving The Overall Objectives Of ThePartner Organization The Use Of A Fmis Simplifies And Automates The Processing OfTransactions And The Reporting Of Financial Information An Effective Fmis ProvidesSupports To An Organization To The Following Areas Budget Preparation Execution Adequate Management Of Accounts And Allows Donorspecific Reporting Collects Timely Complete Accurate And Reliable Information Facilitates Development Of Financial Statements And Provides An Internal Financial SystemTo

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